Terms of Service

1. Agreement to These Terms

These Terms of Service set out the agreement between you and Zhongrun International (HK) Co., Limited, a company with its desk at Rm 2 LG 1 Mirror Tower, 61 Mody Rd, Tsim Sha Tsui, Hong Kong - 999077, Hong Kong (HK). They apply when you use this website, submit an enquiry, or engage us to coordinate travel for a delegation.

By using the website or by instructing us to proceed with a coordination project, you confirm that you have read and accept these Terms. If you are acting for an organisation, you confirm that you have authority to bind that organisation, and the words you and client refer to that organisation.

If you do not accept these Terms, please do not use the website and do not send us a delegation file. You are always welcome to contact us to discuss a variation, but a variation is effective only if we agree to it in writing.

2. Definitions

In these Terms, the following words have the meanings given below.

• Company, we, us, our means Zhongrun International (HK) Co., Limited.
• Client means the organisation or person that engages us for a coordination project.
• Delegation means the group of travellers for whom a coordination project is carried out.
• Engagement means a specific coordination project agreed between the client and the company.
• Services means the coordination work described in section 3 and in the relevant written brief.
• Supplier means a hotel, airline, transport operator, venue, visa centre or other third party that provides travel components.
• File means the record of an engagement, including the itinerary, rooming list, visa packet, transfer roster and settlement schedule.

Headings are included for convenience only and do not affect the interpretation of these Terms. A reference to writing includes email and any other durable form of electronic message.

3. Scope of Services

We provide travel coordination for delegations. Our services include delegation itinerary planning, hotel block bookings, visa paper processing, airport transfer rosters, meeting room hire abroad and per diem reconciliation. The precise scope of any engagement is set out in the written brief that we agree with the client before work begins.

We act as a coordinator, not as an airline, hotel or carrier. We negotiate and confirm arrangements with suppliers on the client behalf and we manage the file through to settlement. The supplier remains responsible for delivering the accommodation, transport or venue service that it has confirmed.

Unless expressly agreed in writing, our services do not include the following: arranging travel insurance, providing legal or immigration advice, acting as a tour guide, carrying cash on behalf of a delegation, or taking custody of passports for longer than is needed to prepare a document packet.

4. Formation of an Engagement

An enquiry does not create an engagement. We first discuss the delegation and prepare a skeleton plan and cost envelope. An engagement begins when the client confirms the plan in writing and, where the plan calls for it, pays the first deposit or accepts the first written quote.

Each engagement is given a reference number. That number appears on the itinerary, the rooming list, the transfer roster and the settlement schedule, and it should be quoted in all correspondence about the file. A change request that does not reference the number may take longer to process.

If we issue a written quote, it remains open for the period stated in the quote. If no period is stated, the quote is valid for ten working days, because supplier rates and availability move quickly. A quote that has lapsed can be reissued, but the figures may differ from the original.

5. Client Duties and Information

The quality of a delegation plan depends on the quality of the information we receive. The client agrees to provide accurate and complete details about the travellers, the purpose of the visit, the fixed dates and any special requirements, and to update those details promptly when they change.

Where the client supplies passport data, the client confirms that each traveller has authorised the sharing of that data for the purposes of travel coordination. The client is responsible for checking the final rooming list and the final itinerary before travel and for telling us about any error within the review window stated in the covering email.

The client also agrees to nominate a single point of contact who can approve changes on behalf of the delegation. Where a delegation has more than one decision maker, the client should tell us who has final authority, so that conflicting instructions do not reach the desk at the same time.

6. Pricing, Quotes and Currency

Our coordination fee is stated in the written quote and is separate from the costs charged by suppliers. Supplier costs are quoted as they are confirmed and may change if availability changes before booking. Where a supplier rate is described as indicative, it is not a firm price and will be re-confirmed before the booking is made.

Quotes are issued in the currency stated on the document, usually Hong Kong dollars or United States dollars. If a client asks us to settle a supplier invoice in another currency, the exchange rate applied will be shown on the settlement schedule along with any bank charge that the payment attracts.

Taxes, service charges and local levies are shown separately in the quote where they are known. If a supplier adds a charge after confirmation, we will tell the client before the charge is passed on, and we will not apply a markup to a charge that the supplier has added unilaterally without our agreement.

7. Payment Terms

Unless the written quote states otherwise, a deposit of thirty percent of the estimated total is due when the engagement is confirmed. The balance is due before the first supplier due date, and in any event no later than ten working days before the delegation begins to travel.

Invoices are payable in the currency and to the account shown on the invoice. Bank charges are borne by the client. If a payment is late, we may suspend work on the file and we may release hotel or transport reservations that are at risk of expiring, after giving the client written notice and a reasonable opportunity to pay.

Per diem advances are handled separately from the coordination fee. The advance is issued against a signed schedule, and reconciliation takes place at the close of the delegation. Unspent balances are returned, and documented overspend that we have approved in advance is added to the final invoice.

8. Supplier Bookings

Hotel blocks, flights, transfers and venue hires are subject to the terms of the supplier concerned. Those terms may include deposit requirements, cancellation windows and conditions of stay that differ from our own. Where a supplier term is material to the engagement, we will summarise it in the confirmation we send to the client.

We confirm all bookings in writing and we keep the supplier confirmation on the file. A verbal assurance from a supplier is not treated as a booking until it is confirmed in writing. If a supplier withdraws a confirmed booking, we will use reasonable efforts to secure an equivalent alternative at a similar cost and we will tell the client promptly.

We do not guarantee the continued operation of any supplier. If a supplier ceases trading or becomes unable to deliver, the client may be entitled to a remedy from that supplier, and we will assist with the claim to the extent that the circumstances allow.

9. Changes and Cancellations

Delegations change. We build a change window into every plan so that the client can adjust dates, headcount or room mix without renegotiating the whole file. The change window and the associated charges are stated in the written brief.

Changes requested outside the change window may attract supplier charges, and those charges are passed on at cost. We will always tell the client what a change will cost before we action it, and we will not make a chargeable change on our own initiative unless the file is at immediate risk.

If a client cancels an engagement, the coordination fee for work already performed remains payable, and any supplier cancellation charges are payable by the client. Any unused deposit that is not needed to cover work and supplier charges will be refunded within thirty days of the final reconciliation.

10. Visas and Document Responsibility

We prepare visa paper packets with care, but the decision on a visa rests with the relevant consulate or immigration authority. We do not guarantee that a visa will be granted, and we are not responsible for a refusal that results from information that is incomplete, inaccurate or withheld by a traveller or a client.

The traveller remains responsible for the accuracy of the information supplied and for attending any appointment or interview required by a consulate. The client is responsible for ensuring that passports are valid for the period required by the destination and that any supporting documents in the traveller own possession are genuine.

Where a packet is assembled on the basis of a checklist that we obtain from a consulate, we check the packet against that checklist on the date of assembly. If a consulate changes its requirements after the packet is submitted, the resulting delay is outside our control, though we will help the client respond to any request for further documents.

11. Traveller Conduct and Compliance

Travellers are expected to comply with the law of every jurisdiction they visit, with airline and hotel rules and with the reasonable directions of the delegation leader. The client agrees to inform travellers of any condition that applies to their travel, including visa conditions, customs limits and insurance requirements.

We do not arrange or facilitate travel for an unlawful purpose. If we have reasonable grounds to believe that an engagement is intended to facilitate unlawful conduct, we may decline it or end it, and we will refund any fee for work not yet performed.

The client is responsible for any loss or damage caused by a traveller to a supplier property or vehicle, in accordance with the terms of that supplier. We will help the client understand a supplier claim, but we do not accept liability for a traveller conduct that we did not cause.

12. Liability and Limitations

We will carry out the services with reasonable skill and care. If we fail to do so, we will correct the failure where that is possible, or we will refund the part of the coordination fee that relates to the failure. This is the primary remedy that we offer for a failure in the service.

To the extent permitted by law, we are not liable for indirect or consequential loss, for lost profit or lost business opportunity, or for the acts, omissions or insolvency of a supplier. We are also not liable for a loss that arises from information that the client or a traveller supplied incorrectly, or from a delay caused by a consulate, an airline, a border authority or severe weather.

Where liability cannot be excluded, our total liability for an engagement is limited to the coordination fee that we received for that engagement, or to the amount that our professional indemnity cover pays, whichever is greater. Nothing in these Terms limits liability for fraud, for death or personal injury caused by negligence, or for any liability that cannot be limited by law.

A claim must be notified to us in writing within twelve months of the event that gave rise to it, or within the period allowed by the applicable law if that is longer. A claim that is notified later may be declined if the delay has made a fair investigation impossible.

13. Events Outside Our Control

We are not in breach of these Terms where a delay or failure is caused by an event outside our reasonable control. Such events include natural disasters, severe weather, epidemics, civil unrest, strikes, border closures, changes in government policy, airport closures and failures of public communications networks.

When such an event occurs, we will contact the client promptly, explain what is affected and set out the available options. We will use reasonable efforts to rebook, reroute or postpone the affected parts of the delegation, and the client will be responsible for supplier costs that arise from those changes, subject to any waiver that a supplier is willing to grant.

14. Confidentiality

Each party will keep confidential the information that the other party shares for the purpose of an engagement and will use it only for that purpose. This obligation covers traveller lists, internal contacts, commercial terms and any documents marked as confidential.

The obligation does not apply to information that is already public, that the receiving party already held without a duty of confidence, or that must be disclosed by law or by a regulator. Where disclosure is required, the receiving party will give notice where it is lawful to do so, and will limit the disclosure to what is required.

Confidentiality continues after an engagement ends. We keep delegation files in restricted storage and dispose of them in line with our retention schedule, which is described in our Privacy Policy.

15. Intellectual Property

This website, its layout, its text and its visual design belong to Zhongrun International (HK) Co., Limited. You may read and print pages for your own reference and for the purpose of considering an engagement. You may not copy, republish or resell substantial parts of the site without our written permission.

The itinerary templates, rooming list formats and reconciliation schedules that we use for an engagement remain our working materials. The client receives a licence to use the finished documents for its own delegation, and that licence does not transfer ownership of the underlying templates.

Where a client supplies material for inclusion in a file, the client confirms that it has the right to share that material and grants us a limited licence to use it for the engagement. We will not use client material for any other purpose without permission.

16. Acceptable Use of the Website

You may use this website for lawful purposes connected with your interest in our services. You must not attempt to gain unauthorised access to any part of the site, interfere with its operation, submit malicious code, or use automated tools to scrape content at a volume that affects other visitors.

The site is provided on an as available basis. We work to keep it accurate and online, but we do not promise uninterrupted access. If a page contains an obvious error in a service description or a contact detail, the correct detail is the one confirmed in writing by our desk.

Enquiries submitted through the contact form are handled by email. Your email application will open with the message prepared, and you should review it before sending. We are not responsible for a message that fails to arrive because of a problem on your network or in your email application.

17. Personal Information

We handle personal information in accordance with our Privacy Policy, which forms part of these Terms. The Policy explains what we collect, why we collect it, how long we keep it and how you can exercise your rights. It is available on this website and we can send a copy on request.

Where the client shares information about travellers, the client confirms that it has a lawful basis for doing so and that the travellers have been told how their information will be used. We process that information to deliver the engagement and for the related administrative purposes described in the Policy.

18. Termination

Either party may end an engagement by giving written notice. If the client ends the engagement, the provisions of section 9 on cancellation apply. If we end the engagement, we will give a reason and we will account for work already performed and for any deposit that is not needed to cover supplier charges.

We may end an engagement immediately if the client fails to pay an overdue invoice, provides false information that is material to the travel arrangements, or asks us to act in a way that would breach the law or the rules of a supplier. In that case, the client remains liable for the fee for work performed and for any supplier charge already incurred.

Termination does not affect any provision of these Terms that is intended to continue, including provisions on confidentiality, liability, intellectual property and governing law.

19. Governing Law and Disputes

These Terms are governed by the laws of Hong Kong. The parties will first try to resolve a dispute by discussion in good faith, and a written complaint sent to office@zhongrunintl.buzz will be treated as the start of that process. We aim to respond to a complaint within five working days.

If discussion does not resolve the matter, the parties agree to attempt mediation before starting formal proceedings. If mediation does not succeed, the courts of Hong Kong have exclusive jurisdiction, and the parties submit to that jurisdiction. Nothing in this section prevents either party from seeking urgent interim relief where that is necessary to protect its position.

20. Contact and Notices

Notices to us should be sent in writing to the address below, or by email to office@zhongrunintl.buzz with the engagement reference number in the subject line. Notices to the client are sent to the contact details supplied at the formation of the engagement, and the client should keep those details current.

These Terms, together with the written brief and any quote issued for an engagement, form the entire agreement between the parties on its subject matter. If any provision is found to be unenforceable, the remaining provisions continue in force.